CD Administrative Specialist II

$32.76778 - $44.23645/ hourly plus benefits

This is a union position under the direct supervision of the Community Development Director or designee.

• Responsible for maintaining and processing monies to and from the Department by entering information and maintaining accounts receivable and payable, maintains task orders, assesses financial guarantees, status of task orders and/or contracts; prepares all billing activities, facilitating the approvals of Department task orders, and assists with customer accounts for the Department.
  
  Coordinates assigned programs, projects, and services with other City
  departments, divisions, and outside agencies and provides technical and general information and assistance to the public.
  
  The Specialist provides customer service and performs varied clerical, receptionist, cashiering and other office tasks as assigned.
  
  Examples of Duties
  • Prepares and processes customer billing according to city rates/contracts/task orders.
  • Processes consultant payments.
  • Processes Departmental purchase orders.
  • Orders Department supplies.
  • Maintains information for grant reimbursement submittals.
  • Maintains contracts and task orders and other account records, edits and corrects
  changes in the computer system.
  • Checks transactions and all related reports for accuracy and makes necessary
  adjustments for correcting.
  • Follows procedures for invoicing, delinquent billing reminders and aged account
  balances due
  • Handles customer relations regarding invoices, working with internal city staff and
  customers to resolve any invoicing errors and problems.
  • Assists customers with identifying deposit balances and the return of unused deposits.
  • Maintains annual, quarterly, and monthly activity reports of task order/contract
  balances.
  • Compose, type and proofread correspondence, memos, reports, budgets, proposals,
  and notices. Copies, files, submits/distributes documents, repots and mailings.
  • Responsible for maintaining and organizing citizen information area (department applications, pamphlets, other information) and bulletin board. 
  • Although not a primary responsibility, fill conduct cash receipting functions, when needed. May assist with processing, facilitation and/or tracking of Business License applications, and data associated with Retail District.
  • Greet customers in a courteous manner and assists consultants and customers in answering questions and procedures relative to Departmental task orders, invoicing and budgeting services within scope of knowledge and authority and refer to other individuals in the City as appropriate.
  • Assist in answering telephones, directs telephone calls, and may take messages.
  • Assist in filing, organizing and retrieving documents. Word processing and data entry responsibilities include typing routine correspondence such as memos, letters and forms.
  • Maintain databases as directed.
  • Performs typical clerical responsibilities such as typing, word processing, filing, customer relations, answering phones, ten key operation, photocopying, faxes, postage and mailing.
  
  These duties are not inclusive of all duties, and as such, this position may perform other duties as assigned.
  
  Typical Qualifications
  Education and Experience:
  • Associate’s Degree of Applied Science, or related field.
  • Two years of progressively responsible governmental accounting experience.
  • Any combination of education and experience which would provide the desired skills, knowledge and ability required to perform the job.
  
  Licensing and Certification:
  • Valid Washington State Driver’s License with driving record free of serious or frequent violations.
  
  Knowledge of:
  • City organization, operations, policies, and procedures.
  • Office practices and procedures.
  • Principles and practices of public finance, accounting, or bookkeeping.
  • Typical office equipment and the ability to operate office equipment, such as a copier, calculator, postage machine, etc.
  • Professional standards for business correspondence writing, grammar, spelling and punctuation.
  
  Ability to:
  • Operate a personal computer utilizing standard and specialized software programs.
  • Produce necessary reports concerning accounts, task orders or other.
  • Perform mathematical calculations and enter numerical data into a computer system with skill and accuracy.
  • Establish & maintain effective working relationships with Mayor, City Council, City Administrator, Department Heads, fellow employees, residents, and the general public.
  • Understand and execute oral and written instructions.
  • Work in a team and independently.
  
  Supplemental Information
  Physical Demands and Work Environment:
  The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.
  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  Work is performed in an office or conference room environment setting. Work involves sitting for prolonged periods of time, walking, talking, hearing, using hands to handle, feel or operate objects, tools or controls and reach with hands and arms. Vision abilities required by this
  position include close vision and the ability to adjust focus. Hand-eye coordination and fine manipulation skills are necessary to operate computers and office equipment. Good listening skills and occasional lifting of up to 50 pounds. The noise level in the work environment is usually moderate. Some local travel may be required. Exposure to adverse weather conditions
  is minimal.

Benefits Include:

Employer-Paid Medical/Dental/Vision

State Retirement Plan

Generously Paid Vacation and Sick Time

Job Posted 10/29/2024